OSU PaCS 304-09: Hiring Professional Consultants

Purpose

To describe the solicitation process for hiring architectural and engineering services.

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Applicability

All architectural or engineering consulting services, including those where the cost of services is below the departmental delegated authority of $5,000.

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Policy

The selection and employment of architects, engineers, planners and related professional consultants (collectively called "consultants") for energy management, construction, construction management, facilities planning, improvements, repairs, deferred maintenance, technical services and related activities may only be accomplished through the designated authority of the Associate Vice Chancellor for Finance & Administration, in accordance with OAR 580-050-0020.

Facilities Services (FS) must be contacted prior to the selection/management of professional consultants (architects, engineers, etc.) and their work.   Working in conjunction with FS, Procurement & Construction Contracting (PaCS) will recommend the appropriate solicitation procedure and develop the solicitation documents and contract form in compliance with the Oregon Administrative Rules.

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Procedure

Projects with a total expected design/consulting cost of less than $25,000 may be awarded to any firm deemed capable of performing the work.  No formal selection process is required.  The consultant is not required to be on the retainer list.  In no case may the services performed by the selected non-retainer consultant for that project exceed $25,000.  This cost limit does not apply to consultants on the retainer list.

Projects with a total expected design/consulting cost between $25,000 and $200,000 may be assigned to any firm on the retainer list or informal proposals may be requested from any three firms, whether on the retainer list or not.  The award may be made to the firm deemed most able to perform the work.  In no case may the cost of the work performed by the selected consultant for that project exceed $200,000.

Projects with a total expected design/consulting cost in excess of $200,000 must go through the "formal" selection process, including advertisement, response to a formal Request for Proposal, and interview by a chosen selection committee comprised of representatives from Facilities Services, the occupying department, and PaCS.

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